Executive Assistant (EA)

Company Overview

Granite REIT (“Granite”) is a Canadian-based REIT engaged in the acquisition, development, ownership and management of logistics, warehouse and industrial properties in North America and Europe. Granite owns 145 investment properties representing approximately 61.5 million square feet of leasable area. Its head office is located in downtown Toronto and has regional offices in Dallas, Texas, Amsterdam, Netherlands and Vienna, Austria.

Position Overview

The Executive Assistant (EA) will report to and support the President & CEO and the Executive Leadership Team (ELT) with daily operations, assisting with Board Meetings, organizing the annual retreat, social events and supporting the Granite Gives program.

Job Functions

Executive Leadership Team:

• Perform clerical duties both in person, by telephone and e-mail, take messages.
• Arrange appointments as necessary.
• Respond to a variety of inquiries from other departments and the external parties.
• Scan and photocopies documents in preparation for meetings.
• Maintain the Executive’s calendars including adding events, rescheduling appointments and provide briefings.
• Prepare and manage expense reports.
• Co-ordinate travel arrangements and, on occasion, other members of the office that require travel.
• Available for emergencies and flight changes.
• Prepare itineraries for all travel and tours.
• Point of contact with Medcan Health Management Inc. for renewing yearly contracts for the Executive team.
• Manage social executive memberships.
• Plan Investor tours as needed.
• Other duties as assigned from time to time.

Board:

• Assist with meeting set-up with Reception/Office Administrator.
• Plan Board Dinners.
• Plan Trustee Tours, as needed.
• Prepare, verify and maintain expense reports for all Board members.
• Assist the Associate Director, Legal & Investor Services with the planning of the Annual General Meeting (AGM).

Office:

• Assist the Office Administrator with internal and external contacts addressed to the ELT.
• Responsible for the general office Visa.
• Handles travel bookings for Toronto office employees.
• Prepare and manage expense report for the general office Visa.
• Assist with catering for luncheon meetings and birthdays.
• Plans office socials and special occasions. Personally shop, select and purchase items for the event (with Office Administrator).
• Executes full logistics of local and company-wide Retreats (making travel arrangements, reviewing contracts, etc.).
• Conduct, research and create reports for promotional items for office and Charity Committee.
• Order, distribute and maintain SWAG inventory control.

Key Relationships

• President & CEO
• CFO
• Executive VP, Head of Global Real Estate
• Executive VP, Global Real Estate & Head of Investments
• Executive VP, General Counsel
• Receptionist/Office Administrator

Skills/Requirements

• Previous or current experience in an Executive Assistant role.
• Strong communicator with the ability to negotiate with vendors as needed.
• Highly adaptable and comfortable working in various situations.
• Dependable/reliable and able to work flexible hours (Evenings/Weekends when required).
• Proficient with MS Office Suite.

Compensation: $70,000 - $80,000 annually, eligibility for a discretionary bonus and benefits